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12-08-2010 PR MINMEETING OF THE ELK RIVER PARKS AND RECREATION COMMISSION HELD AT CITY HALL WEDNESDAY, DECEMBER 8, 2010 Members Present: Chair Anderson, Commissioners Ahlness, )aker, Karlsen, Niziolek, and Nystrom Members Absent Commissioner Peterson CouncIl Liaison: Counciltnember Zerwas Staff Present: Steve Benoit, Recreation Manager; Chris Leesebexg, Planner/Park Planner; Tonya Love, Recording Secretary; Stephanie Albin, Recreation Coordinator Call Meeting To Order Pursuant to due call and notice thereof, the meeting of the Elk River Parks and Recreation Commission was called to order at 6:33 p.m. by Chair Anderson. 2. Consider December 8. 2010 Parks & Recreation Commission Agenda Recreation Manager, Steve Benoit asked to add the following items to the agenda; 7.2.C. Policy for Field Use 7.2.D. Snowmobile and ATV use in City Parks 7.2.E. Dog Waste in City Parks Commissioner Nystrom asked to add discussing the selection process of hiring the Parks and Recreation Director. Commissioner Karlsen asked to add discussing the possibility of hosting an outdoor pond hockey tournament. MOVED BY COMMISSIONER NIZIOLEK AND SECONDED BY COMMISSIONER NYSTROM TO APPROVE THE DECEMBER 8, 2010 PARKS & RECREATION COMMISSION AGENDA. CARRIED 6-0. 3. Consider Minutes of November 10. 2010 Parks & Recreation Commission Meetin MOVED BY COMMISSIONER AHLNESS AND SECONDED BY COMMISSIONER JAKER TO APPROVE THE NOVEMBER 10, 2010 PARKS AND RECREATION COMMISSION MEETING MINUTES. MOTION CARRIED 6-0. 4. Open Mike-None Park & Recreation Commission :Minutes December 8, 2010 Volunteer of the Month Page 2 Recreation Manager, Steve Benoit recognized Ben Broten as this month's Volunteer of the month. 6. Recreation Manager's Report -Steve Benoit Recreation Manager, Steve Benoit shared the Elk River Senior Center and Elk River Ice Arena staff reports. Mr. Benoit talked about the preschool tumbling classes held at the YMCA and the top November classes held. Mr. Benoit presented the new winter Program Guide and explained that it has been mailed out to past participants and available at key points throughout Elk River. Mr. Benoit shared that the "Winter Trail Rules" are now in effect in Woodland Trails Park. Action/Discussion Items 7.1.A. Major Park Use-Woodland TraIls Park FRHS Cross Countt~ Meet Recreation Manager, Steve Benoit presented a major park use request by the Elk River High School to use Woodland Trails Paxk on October 13`h, 2011 fox the cross country conference championship meet. MOVED BY COMMISSIONER NYSTROM AND SECONDED BY COMMISSIONER AHLNESS TO ACCEPT STAFF RECOMMENDATIONS AS DISCUSSED FOR THE ELK RIVER HIGH SCHOOL CROSS COUNTRY CHAMPIONSHIP MEET AT WOODLAND TRAILS PARK. MOTION CARRIED 6-0. 7.1.B. Major Paxk Use-Lions Park Winter Festival Recreation Manager, Steve Benoit presented a major park use request by the Elk River Chamber of Commerce to use Lions Paxk and Lions Paxk Center on February 12`h, 2011 to hold a community winter festival fundraiser event. Elk River Chamber of Commerce President, Debbi Rydbexg presented the committee's concept idea for the festival they want to hold in February. Chairman of the Elk River Chamber of Commerce Board, Alan Sakry stated that the vision is changing at the Elk Ricer Chamber of Commerce and are looking to involve residents along with chamber members. Park & Recreation Commission Minutes Page 3 December 8, 2010 ------------------------------ Commissioner Anderson asked Commissioner Kaxlsen to present his idea of a pond hockey tournament and that the two events may tie together. Commissioner Kaxlsen explained that hosting a pond hockey tournament may work in conjunction with the chambers event. If the chamber board would fund a marketing campaign at this year's US Pond Hockey Tournament sharing Elk River's commitment to hosting in the future. The winter festival could showcase the hockey tournament. Ms. Rydberg stated that they are anticipating the event to grow in the future and could be something to look into. Commissioner Anderson asked if the events could be held on the same day. Ms. Rydberg expressed that may be confusing in the marketing efforts, however it is early enough in the planning process that anything is possible. Commissioner Kaxlsen shared that the pond hockey tournament is a 3-day event. Commissioner Anderson expressed that with the events being different lengths it may be confusing to the public. Commissioner Kaxlsen stated that they could collaborate the two events and put it together for next year. MOVED BY COMMISSIONER AHLNESS AND SECONDED BY COMMISSIONER JAKER TO ACCEPT STAFF RECOMMENDATIONS AS DISCUSSED FOR THE ELK RIVER CHAMBER OF COMMERCE TO USE LIONS PARK AND LIONS PARK CENTER ON FEBRUARY 12T", 2011. MOTION CARRIED 6-0. 7.2.A. Protection of Natural Resources Recreation Manager, Steve Benoit reported that there has been concern raised regarding the protection of natural resources in Elk River City Parks. The concern focuses on the issue of visitors removing resources from the parks such as plantings and deer shedding's. Currently the CitS~ of Elk River does not have an ordinance prohibiting the removal of natural resources from parks. Staff is looking for feedback on whether to put together a policy or not. Commissioner Niziolek shared that people harvest berries in the fall in Woodland Trails Paxk and would like to have a discussion about it. Commissioner Anderson expressed being in favor of exploring a policy. Commissioner Niziolek shared a list of possibilities that people may be interested in harvesting. Paxk & Recreation Commission bSinutes December 8, 2010 Page 4 Commissioner Anderson questioned whether geo-caching should be included in the discussion. Commissioner Niziolek shared that the Elk River Cross Country team does orienteering during their season. Commissioner Jaker stated that it would make sense to research other policies and consider how the items are listed, such as "sample list, there may be items not listed". Commissioner Anderson expressed that staff should proceed with research. Councilmembex Zerwas questioned if this would be an ordinance or policy. Mr. Benoit stated that other cities have this as an ordinance. Councilxnember Zexwas stated that if there is a concern of people gathering in areas that have been planned out, it would be a good idea to do an ordinance. 7.2.B. City Native Plantings Planner/Paxk Planner, Chris Leeseberg shared that staff is looking at a formalized way to track City natural resources. Woodland TxaIls Paxk, Meadowvale Elementary grade, Camp Cozy Park, Orono Paxk, Oak Savanna Paxk, medians, library, East and West Highlands Paxk, Kliever Point Park and slope at Handke axe areas of interest to track. Commissioner Nystrom shared that plants have been taken from Oak Savanna Park. Commissioner Anderson stated that both Oak Knoll Athletic Complex and the Great Northern Trail have plantings and not sure who owns them, the City of Elk River or School District 728. There is a group of volunteers who help maintain these areas and hope by formalizing the process we can raise awareness and recognition and have a City supported management plan by volunteers. 7.2.C. Policy fox Field Use Recreation Manager, Steve Benoit shared that staff has been reviewing the current policy fox athletic field use. There has been an increase in requests from groups wishing to utilize city fields. Staff has identified areas in which the current policy would better serve user groups by being updated. Mr. Benoit expressed that the two issues axe that the current policy does not list all types of user groups that request fields and that it does not request certain information from groups such as anon-profit number and geographic area served which aids in determining field allocations. Commissioner Nystrom questioned if this would be updated on annual basis. Park & Recreation Commission ~linutes Page 5 December 8, 2010 Mx. Benoit shared that it would be looked at yearly. Commissioner Nystrom would like the fees to be published separately. Commissioner Anderson asked if the associations would be a part of the policy. Mx. Benoit explained that the associations could be invited to the January Parks and Recreation Commission meeting. Commissioner Anderson asked what kind of timeline staff was looking at far this project. Mr. Benoit stated that staff were looking reach approval in 2011. Commissioner Anderson shared that when the policy was first created there was a subcommittee and it took six months. Commissioner Anderson questioned if most groups would have SOlc3 status ox something else. Mr. Benoit stated that non-profit status could be clarified with the groups. Commissioner Niziolek asked how staff would determine timeline. Mx. Benoit stated that commission would approve status in February and go into March for permitting. There are pressures from other organizations such as a team breaking off from an association and creating their own new association. Coxntrussioner Anderson stated we have several long standing groups and see it colliding with our programs growing. If we axe serving the same community a city should not be able to bump a volunteer group to grow. Commissioner Nystrom asked how much field time is left for group three after allocations have been made to groups one and two. Mr. Benoit stated that field usage have been allocated out to groups one, two and three in the past. Commissioner Jaker expressed his understanding for staff's eagerness to get the policy passed. Tightening up the language of policy such as; 501 c3 number does not always exist, a group can ox may not have a tax exempt number. Commissioner Niziolek shared his concern that the small groups getting lost with this policy and not getting any field use. Commissioner I{arlsen shared that he didn't know there was a deficiency in the current policy. Prioritization is appropriate for groups one and two and group three Paxk & Recxealion Commission b'Lnutes December 8, 2010 Page 6 is cumbersome and excluding many. Get rid of 501 c3 right away and likewise of insurance policy and advertising. Make an appearance in front of commission. Councilmember Zerwas shared that the policy is off onto the right track, it isn't limiting access of a pick-up game in a neighborhood. Concerned if one large group, such as Three River's Soccer Association had 10% break off and asked for fields. Councilmember Zerwas continued that the policy is there to serve the most residents as efficiently as possible, puts a huge burden on staff without a policy with ambiguity. There is a way to make it work 95% of the groups for 90% of the time. We can engage the major stakeholders. Reach out to associations first and then meet in February. 7.2.D. Snowmobile and ATV use in City Parks Commissioner Anderson expressed his concern about snowmobilers riding around in the park. Recreation Manager, Steve Benoit stated that concern had been raised regarding the issue of snowmobile and ATV use in City Parks. Currently signage is posted in key park areas to educate the public that motorized vehicles are not permitted in parks. Staff would like feedback regarding other methods in which this issue can be addressed. Commissioner Anderson stated that the City has awell-established ordinance and questioned if that process was still in effect and if each season the permit holders could be mailed reminders annually to get permit. Resources are being destroyed, engaging the police to track down the user is not a good use of time. Damage is being done by a few not many. Commissioner Niziolek shared that he had several volunteers help plant 1500 seedlings in Meadowvale Heights Paxk and it would be in our best interest to stop this activity today. Commissioner Anderson suggested putting up barricades immediately and revisiting the ordinance. Councilmembex Zerwas will call the new police chief about this issue of notifying residents about the concern of snowmobIles in the parks. Commissioner Anderson expressed that he would like to see a meeting with the police chief and staff about how to help them enforce this ordinance. Staff should proceed with awareness campaign. Commissioner Kaxlsen stated that our enforcement and education fail and we need to curb the behavior and direct them to the trails they can drive on. Park & Recreation Comaussion bfinutes Page 7 December S, 2010 ---------------------------- Commissioner Anderson shared that the current ordinance is detailed on how to get from one area to the next without entering City parks. 7.2.E. Dog Waste in City Parks Recreation Manager, Steve Benoit shared that a concern has been raised regarding dog waste left in City Parks. Currently to address this issue dog waste stations have been placed in park locations that tend to attract a large number of park users with dogs and literature has been developed to educate the public on the negative impacts of dog waste left in City parks. Staff would like feedback from Commission regarding this issue and methods in which it can be addressed. Commissioner Jakex stated he remembered this issue and questioned how the information gets out and if part of the issue is that the information doesn't get out. Mr. Benoit explained that there was good work put into producing the document but energy dropped off on distribution, this needs a more aggressive approach. Commissioner Anderson suggested distributing the flyer to area vet clinic, kiosks however it may not catch the eye of the offenders. Mx. Benoit stated that it could be given out with dog permits when they axe purchased. Coxxunissionex Jakex stated that we need to remember people axe starting to change and the brochure is for awareness. People need to be inclined to do something about dog waste. Brochures could also be placed in dog food stores; progress is slow and will need to figure out a more strategic use of brochure. Encourage combination of using the brochure, ordinance and public support. Commissioner I{arlsen stated education goes a long way especially when wearing a badge. Those that get a license are probably not leaving dog waste. Commissioner Anderson allowed a resident to make comment Elk River resident, Emily Eckland, 9728 178"' Ave. NW, stated that she along with Commissioner Karlsen had no idea }'ou couldn't drive your snowmobile in City parks and that people probably do not know where they can ride. Commissioner Anderson thanked Emily for her comments and stated she was spot on about education and that eve need to do a better job. Commissioner Niziolek stated that the challenge is how to get the info out. Ms. Eckland stated that announcements at Elk River High School and Facebook would be a good place to start. Park & Recreation Commission Minutes Page S December S, 2010 7.2.F. Selection process of new Parks and Recreation Director Commissioner Nystrom expressed a problem with the selection of a Parks and Recreation Director. First time this position was hired the commission had a bigger role in the process within each step. He hopes we can regain the opportunity to get in to the process to help make the selection as that is one of the commission's functions to advise to the council. Commissioner Anderson stated that cuxxendy we have the best commission in place right now and the first director came from this group and the second didn't work out. Would like to survey the criteria of how the candidate is being selected. Councilmember Zenvas explained that the opportunity fox the engagement of this commission in the first director was that the commission helped create the position. Having coxnrnission and council helping with that initially was necessary to shape the position. This time around it was viewed as filling a vacancy. City manager reviewed applications and conducted small scope interviews. Encouxagc commissioners for feedback to council before the January council meeting. Commissioner Niziolek stated that the qualifications need to be updated for the current times. 7.2.G. Hosting a Pond Hockev Tournament Commissioner Anderson brought the pond hockey tournament issue back to discussion. Commissioner Nystrom questioned the logistics and need fox boards. Commissioner Kaxlsen explained that he didn't anticipate for it to happen this year and shared more about pond hockey and the association. Cotntrtissionex Anderson suggested forming a local pond hockey association to generate a nucleus of support. 8. Information/Update Items 8.1. Community Events Recreation Manager, Steve Benoit showcased the Downtown Holiday Event and the upcoming Family Fixe & Ice Festival on Jan. 23`x, 2011. 8.2. Park HiPhliehts -None 8.3. Adopt-a-Park Recreation Manager, Steve Benoit shared general Adopt-a-Park program information and that there are still parks available to adopt. Pazk & Recreation Commission Minutes Page 9 December 8, 2010 9. City Council/Planning Commission Review/Updates Councihnember Zerwas shared that there will be some reassignments of councilmembers for liaisons to commissions. December may be his last Parks and Recreation Commission meeting and wanted to thank staff. 10. Other Business Commissioner Niziolek shared that he was contacted by individuals who hunted this year north of County Road 33 and that this was one of their best years for hunting with the trail closure and working with the city. 11. Adjournment There being no further business, the meeting adjourned at 8:43pm. ~M/in(u~tes p/repared by Tonya Love. ` 1, Tina Allard, City Clerk ., / '~ Dave Anderson Parks and Recreation Commission Chair